Dental Schools - University of Tennessee Health Science … - Orientation... · Dental Schools...

is the complete clinic management system to over 27 dental institutions in North America and Europe.

Revised 6/20/11am

Dental Schools

AxiUm is the complete clinic management system to over 27 dental institutions in North America and Europe. A

comprehensive package, AxiUm eliminates the need to have multiple software applications operating in different areas of your

school by incorporating all of the features required into one software application using a single database. From patient

management, to clinic and administrative management, AxiUm offers the solution.

Dental Offices

The commercial dental product was the first product to be introduced by Exan and today has over 2500 dentists using the

software product (Power Practice Pro). Exan has also developed software for hospitals, medical practitioners, as well as

leading edge software for veterinarians which is being marketed all over the world.

Welcome to the University of Tennessee Health Science Center

College of Dentistry

AxiUm Training: Staff, Scheduling (D3/D5) and Chart Locks


The AxiUm Staff Scheduling Team

Scheduling Form

Patient Portfolio Help

Record Locks

Revised 6/20/11am

D3 and D5 Scenario

D3 and D5 students will submit a written request and have their

patients scheduled by staff schedulers.

AxiUm Staff Scheduling Team (located at Dunn 4th Floor Lobby)

Sherry

Maley

Jacqueline

Chapman Tanya

Brown

Myra

McGarrity –

Randolph

AxiUm Training: Portfolio, Scheduling (D3/D5) and Chart Locks

Revised 6/20/11am

Please print the information on your Scheduling Forms as clearly as possible. Also include

as much detail as possible so the scheduler knows exactly what to schedule for you.

You are still ultimately responsible for managing your portfolio of patients and getting the

completed procedures required for your graduation.

Use the Staff Schedulers as a resource to enhance your doctor-patient relationship. Keep

the lines of communication open with your patient.

The forms will be available at the schedulers desk located on the 4th floor.

Students must turn in “completed form” to your assigned scheduler in order to make a

patient appointment. Appointments will be made in the order that they are received.


Scheduling Forms

Revised 6/20/11am

Ardell Relliford Debra Perry

Ardell Relliford and Debra Perry in

the Clinical Affairs Office will assist

you by updating patient assignments

within the AxiUm program. Your

Coordinator will also help you with

your Portfolio.

You must present a Patient

Assignment form that is signed by a

faculty member, to add and/or

remove a patient from your portfolio.

Patient’s must be in your portfolio

before the schedulers can schedule

an appointment for you (D3’s). D4

students schedule their own

appointments.

Patient Portfolio Help: Clinical Affairs Office Staff


MOD Coordinators

Revised 6/20/11am

Patient Portfolio Help: 2nd Floor (G) Front Desk Staff

Aisha Davis, Shiretha Dabney and Susie Robinson located at the 2nd floor (G) Front

Desk, will make a patient record for you when you are bringing in a new patient (who has

not been seen for a special screening).

They may also assist you in keeping your patient’s address, telephone numbers and any

DISCOUNTS they may be eligible for up-to-date.

Records in the old Oracle system but not in the AxiUm system can be entered here. (The

front desk staff will create a new chart and send an email to the AxiUm administrators to

change the chart number to match the old Oracle system and the paper chart.)

Aisha Davis Shirietha Dabney Susie Robinson


Revised 6/20/11am

Patient Portfolio Help: Coordinating Assistants (4th Floor)

Melisa Banks, Gloria Crews and

the Mod Coordinators will assist

you in managing your portfolio by

mailing contact cards to your

patients and setting the patient

status to WILL CALL or

INACTIVE.

These functions can also be

performed by the Mod

Coordinators.

Melisa Banks Gloria Crews


MOD Coordinators Revised 6/20/11am

Record Locks

Record locks are designed to Stop scheduling and treatment until the conditions that warrant the lock are resolved.

Unpaid balances, Unsigned Notices of Privacy, Insurance Authorization, Promissory Notes, Returned Checks

and Will Call are some of the most frequent reasons for locks.

If you are on campus, locks may be resolved or temporarily suspended by contacting designated staff. If you

log in to AxiUm from off campus you will not be able to schedule a patient with a locked record.

A message box similar to the one below

will be the first thing you will see if the chart is locked.


Revised 6/20/11am

Record Locks: 1 Col – Account Sent to Collections

Evelyn Conley

The 1COL – Account Sent To Collections hold can only be

removed by the College of Dentistry Business Office located

on the 1st floor of the Dunn Building across from the lab.

Please see Evelyn Conley to remove this hold.


1COL – Account Sent To Collections

Revised 6/20/11am

Record Locks: NPP – Notice of Privacy Practices

Shirietha Dabney Susie Robinson

The NPP – Notice of

Privacy Practice record

lock can only be removed

by having the patient sign an

electronic copy of the

University of Tennessee’s

Notice of Privacy Practices

document.

The patient’s signature is required by federal law - HIPPA the Health Insurance

Portability and Accountability Act of 1996.

The personnel at the 2nd

Floor (G) Front Desk

will collect your

patient’s signature for

you.


NPP- Notice of Privacy Practice

Aisha Davis

Revised 6/20/11am

Record Locks: 2NAMI – Natn’t Alliance Mentally Ill

Patient has alert code 2NAMI – Nat’l Alliance Mentally Ill

The 2 NAMI-

Natn’t

Alliance

Mentally Ill

lock is an

insurance hold.

Patient

insurance

coverage must

be verified.

Linda Ramat

in the Clinical

Affairs Office

is the primary

person who can

remove this

hold for you.

Linda Ramat

Remember

Off Campus: A locked chart CANNOT be

scheduled.

On Campus: A staff member must remove

the lock for you.


Revised 6/20/11am

Record Locks: PROM – Prom Note Signed ER Clinc

Patient has office code PROM – Prom Note Signed ER Clinic

The PROM – Prom Note

Signed record lock indicates

that a patient did not pay fully

for an emergency visit. Any

unpaid balance must be paid

before further treatment can

be provided.

Linda Ramat is the primary

person who can remove this

lock for you.

Beckey Hawes, Dale

Jackson, Bronte Christian,

and Diane Weber in the

Clinical Affairs Office, can

remove this lock for you if

Linda Ramat is not available.

Linda Ramat Beckey Hawes


Revised 6/20/11am

Record Locks: 2Doral – Doral

Patient has alert code 2DORAL - Doral

The 2 DORAL-Doral record

lock indicates that a patient has

TENNCARE insurance.

Coverage. This insurance must

be verified each time the patient

visits, prior to receiving

services. This lock will reset

after a period of time.

Linda Ramat in the Clinical

Affairs Office is the primary

person who can remove this

hold for you.

Beckey Hawes And Ashia

Davis in the Clinical Affairs

Office can remove this hold for

you if Linda Ramat is

unavailable



Effective Spring of ’09 Doral Patients can be

scheduled from home during the evening hours.

Revised 6/20/11am

Ashia Davis

Record Locks: BALOD – A/R>90 days-

Patient has office code BALOD – A/R-90 days> Business Office

The BALOD – A/R> 90 days -- >

Business Office record hold indicates

that the patient has an overdue balance.

Dale Jackson, Diane Weber, Linda

Ramat or Beckey Hawes in the

Clinical Affairs Offices will assist you

with these locks.

Diane Weber Dale Jackson

Note: If you need to make sure

a patient is NOT billed for

REDO work, you must enter a

note in the EHR and have it

swiped by a FACULTY

member. Then send Diane

Weber or Dale Jackson a

AxiUm messenger e-mail with

the patient chart number and

what procedure needs to be at

NO CHARGE.



Revised 6/20/11am

Record Locks: 1RTC – Returned Check

Patient has office code 1RTC – Returned check

The 1RTC –

Returned

Check record

lock indicates

that a patient’s

check has been

returned

unpaid.

Evelyn Conley

in the Business

Office – 1st

floor – will

assist you in

the removal of

this lock.

Evelyn Conley

Remember

Off Campus: A locked chart CANNOT be

scheduled.

On Campus: A staff member must remove

the lock for you.


Revised 6/20/11am

Record Locks: WCM – Will Call Pending Med Consult

Patient has office code WCM – Will Call Pending Med Consult The WCM – Will Call

Pending Med Consult lock

indicates that a request has

been sent but not returned

for a medical consult.

Sherrill Cole in the Oral

Diagnosis Dept. and MOD

Coordinators will assist

you in removing this lock.

Sherrill Cole


MOD Coordinators

Revised 6/20/11am

Money Issues Overdue Balance Locks

Ms. Bronte Christian, Ms. Beckey

Hawes, Mr. Dale Jackson, Ms. Diane

Weber, Ms. Linda Ramat

Insurance Locks Ms. Linda Ramat, Ms. Beckey

Hawes, Ms. Ashia Davis

Pricing and/or Rebilling Issues Mr. Dale Jackson, Ms. Linda Ramat,

Ms. Diane Weber

Promissory Notes:

(Patient does not have enough funds to pay for

Emergency dental work)

Ms. Beckey Hawes, Ms. Linda

Ramat, Ms. Diane Weber

Collections Holds Ms. Evelyn Conley

Patient Port Issues Adding and Deleting Patients from D3 and D4

student ports

Group Coordinators, Ms. Debra

Perry, Ms. Ardell Relliford

Adding Department Permissions from D3 and D4

student ports

Group Coordinators, Ms. Debra

Perry, Ms. Ardell Relliford

Will-calls, inactivates and case completes. Group Coordinators, Ms. Gloria

Crews, Ms. Melissa Banks

Medical Consult Locks Will Call Pending Medical Consult Ms. Sherrill Cole

Reports New Requests and to report problems with

existing reports. Mr. Frank Pancratz

Oracle Record Not In

AxiUm

Have Front Desk create NEW record with Chart

ID beginning with and “S” (Send Mr. Frank

Pancratz and e-mail to set the correct Chart ID).

See Front Desk to create the “S”

record.


Revised 6/20/11am



AxiUm Training: Using Your Personal Planner


Viewing Appointments

Scheduling Appointments

Rescheduling Appointments

Logging Out of AxiUm

Revised 6/20/11am

Log onto AxiUm and

select your “Personal

Planner”


Revised 6/20/11am

Select the

“Appointments” tab


Revised 6/20/11am

Select the down

arrow beside the

“Date To”


Revised 6/20/11am

Select the

Month


Revised 6/20/11am

In this instance

December


Revised 6/20/11am

Select the Date

- the 31st


Revised 6/20/11am

Select the “Looking

Glass” icon


Revised 6/20/11am

Data can be sorted by clicking on the

column header.


Revised 6/20/11am

Here it is sorted by

last name.


Revised 6/20/11am

D4 Students schedule their own patients by using the

AxiUm Scheduling module.

Note: D3’s do not have access to the Scheduling module

until October 1, 2011. Until then patients are scheduled by

the staff schedulers.

AxiUm Training: Using Scheduler

Revised 6/20/11am

Select the “Scheduler

Module”.


Revised 6/20/11am

Advance to the date on which you wish to make an

appointment. Click the green Date (shown as Jul 08, 2010)

to bring up the calendar. This is Chair Mode.


Revised 6/20/11am

If you need to change clinics, right-click

anywhere in the tan area or select . A

gray box will appear, then choose “Select

Clinic”.


Revised 6/20/11am

Scroll and select the clinic by

double clicking on it.


Revised 6/20/11am

If you need a PM reservation

click on 12:00p.


Revised 6/20/11am

A single click on a white box (Chair) will

“reserve” an open Chair. The Chair will turn

green on your screen. Right clicking will allow

partial reserving.


Revised 6/20/11am

Click on the “Active” tab to

schedule the appointment


Revised 6/20/11am

Click next to the desired appointment time

and the “Patient Rolodex” box will appear.


Revised 6/20/11am

Double-Click on

the patient name


Revised 6/20/11am

The “New Appointment” screen

will appear. Select the Appt Code

and the length of your appt.


Revised 6/20/11am

Next – Select the “TX Discipline”

from the drop-down menu.


Revised 6/20/11am

Select the Discipline.


Revised 6/20/11am


For this demo Appt. Status will

remain “TXPLAN” . Select the

Treatment Plan button.

Revised 6/20/11am

1. Select the procedures to be

started and/or completed during

the appointment. Multiple

treatments may be selected by

holding the control key and

clicking on each.


2. To associate the selected

procedures with the

appointment, select the

“>” button. To move from

the Appointed Treatments

back to Planned highlight

the treatment and select

“<“

3. After moving planned procedures to the Appointed Treatments select the

close button.

Revised 6/20/11am

Make a brief note in the Reasons window so that

the staff can quickly see the reason for the appt. if

the patient calls. Also use this window if the

patient is cancels, is late or a no-show.


Revised 6/20/11am

After a review and closing the New Appointment

window, the appointment will show in green as below.


Revised 6/20/11am

To Reschedule the appointment, your Chair reservation

must be canceled. This allows other students to use the

chair.


Revised 6/20/11am

To Avoid getting –” Appointments are scheduled for

this chair. Cannot unreserve chair.” you are required

to remove the appointment.


Revised 6/20/11am

Select the “Active” tab.


Revised 6/20/11am

Right-click on the actual appointment (anywhere in

the white area) to bring up a menu with the

“Reschedule” option.


Revised 6/20/11am

Select “Reschedule


Revised 6/20/11am

Once the box turns yellow it is floating and

can be moved using your pointer.

Next - Click on the Chair tab

to show your reserved chair.


Revised 6/20/11am

IMPORTANT:

You must UNRESERVE your chair by clicking on the green

square. This will free the chair for other students to use.


Revised 6/20/11am

Once you have unreserved the chair

use the date buttons at the bottom of

your screen to navigate to the date

you plan to reschedule your

appointment for.


Revised 6/20/11am

Click on a chair without a reservation (white square).


Revised 6/20/11am

Click “OK” if you receive the notification above then

click in the chair box a 2nd time to turn it


Revised 6/20/11am

Select the Active tab.


Revised 6/20/11am

Move the floating yellow\green appointment to a

open time slot and double-click on it.


Revised 6/20/11am

After “locking” your time – right-

click on your appointment and

select confirm.


Revised 6/20/11am

The blue text on white indicates

your appointment is scheduled.


Revised 6/20/11am


Phantom Booking!

Phantom Booking is reserving a

chair in one patient‟s name in

order to have it available to use

with another patient. This is

against policy. If you are found

to participate in any form of

Phantom Booking you will lose

your AxiUm privileges and be

suspended from Clinic.

Revised 6/20/11am

To view your appointments, once again open your

“Personal Planner” and select the “Appointments” tab.


Revised 6/20/11am

After selection of the

“Appointments” tab

click on the “Spy

Glass”.

To Search for a date

range use the drop

down arrows to select

month and year then

once again select the

“Spy Glass”.


Revised 6/20/11am

Your list of appointments will

look similar to this.


Revised 6/20/11am

Highlighting an active

appointment and right-clicking

“Show History” brings up

details of your appointments.


Revised 6/20/11am

Your patients Appointment History view.


Revised 6/20/11am

Always exit from AxiUm when you are finished using it.

This cuts down on the chances another student will

inadvertently enter information on another patient in your

name. Most importantly it is a HIPPA regulation that all

information entered be by the logged in user.

Use either the “Exit” menu or click on the “X” at the top

of your screen.


Revised 6/20/11am

Click the “Yes” to continue your exit!

This concludes

AxiUm Training: Using Your Personal Planner.


Revised 6/20/11am



AxiUm Training: Logging In From Off Campus

.

Due to HIPPA privacy restrictions,

only a limited amount of

information is accessible from off

campus locations.

Remote Desktop

Limitations

Scheduling

AxiUm Administrators


Revised 6/20/11am

Important VPN Software

You must download, install and have running UT‟s VPN software

before you can setup remote desktop. Remote desktop with the

correct settings will allow you to use AxiUm from your personal

computer. For VPN software and instructions go to

http://www.uthsc.edu/comp/ITSecurity/downloads.html

After installation and testing the VPN software return to these

instructions to set up your remote desktop.

Revised 6/20/11am

http://www.uthsc.edu/comp/ITSecurity/downloads.html

Windows Users: Using the Internet you will connect to

the University of TN College of Dentistry – AxiUm

server through REMOTE TERMINAL connection

software.

Mac Users: Remote Terminal will require the same login

information.

AxiUm Training: AxiUm Training: Logging In From Off Campus

Revised 6/20/11am

To install your Remote Desktop go to Start – Programs

– Accessories – Communications – Remote Desktop.

Right-Click on Remote Desktop then go to Send To –

Desktop (create shortcut) and click on it.

After placing the shortcut on your desktop click anywhere

on your desktop.

Do not left click here


Revised 6/20/11am

The Remote Desktop Connection will

now be on your desktop. The icon will

look like this. Double-Click on it.

In the Remote Desktop Connection window

use – “dentists.uthsc.edu” as shown below or

“132.192.101.87 “ if you prefer.


Next

Revised 6/20/11am

Your UT Net ID

Your Password for the Net ID

After entering your Net ID, Password and checking that

“Log on to:” = “UTHSC” select “OK” to connect.

Connect will take a few moments.


Revised 6/20/11am

The first time you log in you will be presented with a login

and pass code box. The login is “install” and the pass code is

“axium” - all lowercase.

Allow some time for the servers to verify your identity then

you will need to close out of the remote session, allow a

minute or so before starting a new remote session, then log

back in. You will only be required to use your Net ID and

Password from that point on.


Revised 6/20/11am

From off-campus AxiUm use is limited to the Scheduler

and Personal Planner modules.


Revised 6/20/11am

The Scheduler and Personal Planner modules work exactly

the same as if you were On Campus.

To make an appointment you are first required to reserve a

Chair.

Then you schedule the appointment.


Revised 6/20/11am

Select the Chair Tab (1.), go to the

day of the appointment (2.), AM or

PM (3.) and click on the Chair to

reserve it (4.), then click on the

Active tab(5.). See the AxiUm

Training: Using Your Personal

Planner for detailed instructions.

1.

2.

3.


4.

5.

Revised 6/20/11am

Now that you have your Chair, and have clicked on the

Active tab, click on the tan field for the time you wish to

schedule your appointment.


Revised 6/20/11am


Remember With the exception of Doral Locks you cannot schedule

patients with locked charts during the evening while off

campus.

Revised 6/20/11am

Phantom Booking!

Phantom Booking is reserving a

chair in one patient‟s name in

order to have it available to use

with another patient. This is

against policy. If you are found

to participate in any form of

Phantom Booking you will lose

your AxiUm privileges and be

suspended from Clinic.


Revised 6/20/11am



AxiUm Training: Info Manager


All Patients Assigned Report

Revised 6/20/11am

Click on the “Custom” (green) tab. Under Category, select Patients Assigned (User).


Next

Click the Info. Manager icon located

in the lower left corner of your AxiUm

desktop. The Info. Manager window

will appear.

Revised 6/20/11am

Click Print.

AxiUm Training: AxiUm Training: Info Manager

Revised 6/20/11am

The All Patients Assigned Report will appear.


Revised 6/20/11am



AxiUm Training: Start-Checks


Start Check Form Use

Making Changes After Approval

Appointments with no Planned Treatments.

Revised 6/20/11am


The following scenario for Start Checks assumes that your patient has a scheduled appointment.

In the EHR Click on the “Forms” tab - > “Add EPR Form ->Start

Check.

Revised 6/20/11am

Complete the Start Check form as appropriate for the patient and procedure to be performed today. If there

is a change in the patient‟s medical history, be sure to update that medical history and any other necessary

information.

When the form is complete your instructor will review the information and approve it.


Revised 6/20/11am

The colors you see around the your name at the bottom of the AxiUm screen

indicates the status of the Start Check.

Red indicates that a Start Check is required and is awaiting

approval.

Yellow indicates that a Start Check is required for an

upcoming appointment that requires faculty approval.

Green indicates that the Start Check has been approved.


Revised 6/20/11am

Clicking on the red (or yellow) field brings up the Appointment Start-Check dialog. Treatments associated

with the appointment will be displayed on the right side of the window.

You and your instructor will review the scheduled procedure(s) for the appointment. If the „Appointed

Treatment‟ (Today‟s Treatment) is OK, the faculty will swipe approval.


Revised 6/20/11am

If the treatment is not

appropriate for the patient

at this time, highlight the

treatment. Then click on

the arrow pointing to your

left to move the treatment

to the left side.

Click on (highlight)

the “correct”

treatment and move it

to the right by clicking

on the arrow pointing

to the right. Perform

approval.

The Start Check “green light” is achieved when the instructor swipes their ID

card.

When the user clicks on “View” in the new Start Check dialog, a Crystal report

that outlines today‟s treatments and planned treatments is opened for review.


Revised 6/20/11am

Making Changes after a Start Check

The faculty member doing the Start Check of the appointment will look at the list of procedures, make

changes as needed, and approve the items as „good to start‟. If anything changes after this start check has

been done, for example an additional treatment is performed, the system will generate the message: “Items

were not start checked do you wish to proceed?” when the Check Out Patient dialog is opened. This can be

avoided if the new treatment is attached to the appointment. The student can attach this treatment to the

appointment by highlighting, then right clicking on the appointment record in the ERH and selecting the

“Appointment Treatments” menu item.

Once this is done the faculty member will conduct another start check approval for the appointment.

Alternatively, the faculty user can bypass the “Treatment (s) were not start checked…” message and

approve the work. This is allowed because sometimes on the clinic floor procedure code changes are

approved verbally.


Revised 6/20/11am

Using Start Check for an Appointment with no Planned Treatments

Scenario: The patient was appointed with no planned treatment (a first

visit). At the start of the appointment a comprehensive oral evaluation

was added as planned and approved treatment. The students name in

the status bar is red and is clicked. The Appointment Start Check dialog

box displays and the Oral Eval procedure is moved from the left side

(planned procedure) to the right side (appointed procedure).

Synopsis: AxiUm allows the user to attach and start-check the

treatment at the time of the appointment. When the start check dialog is

opened move the procedure to the right (appointed) side and swipe to

approve.


Revised 6/20/11am

Revised 6/20/11am

AxiUm Training: Student Unpaid Balances

Revised 6/20/11am

AxiUm Training: Weekly In-Process Items

Revised 6/20/11am

AxiUm Training: Weekly Unapproved Items

Revised 6/20/11am

AxiUm Training: D0199 – Exit Exam

Revised 6/20/11am


Revised 6/20/11am


Revised 6/20/11am


Revised 6/20/11am

Revised 6/20/11am

Seeberg

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